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Microsoft® Office 2003
Super Bible eBook
Microsoft® Office 2003
Super Bible eBook

Various Author s




Wiley Publishing, Inc.
Microsoft® Office 2003 Super Bible eBook

Published by
Wiley Publishing, Inc.
10475 Crosspoint Boulevard
Indianapolis, IN 46256
www.wiley.com
Copyright © 2003 by Wiley Publishing, Inc., Indianapolis, Indiana

Published simultaneously in Canada

Manufactured in the United States of America

No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or by any means, electronic,
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Crosspoint Blvd., Indianapolis, IN 46256, (317) 572-3447, fax (317) 572-4447, E-Mail: permcoordinator@wiley.com.


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About the Authors
Peter Kent has been using Microsoft Word for 14 years to write 50 books, scores of
technical manuals, and literally thousands of magazine articles and corporate documents. He
has worked in the software development business for nearly 22 years, designing and testing
software, writing documentation, and training users. He is the author of the widely reviewed
and praised Poor Richard™s Web Site. Today, he is vice president of marketing for Indigio, an
e-services firm. Peter, author of Word 2003 Bible, updated chapters 2, 11 and 18 of the Super
Bible eBook, from the original authors, Brent Heslop and David Angell.
Cary Prague is an internationally known best-selling author and lecturer in the database
industry. He owns Database Creations, Inc., the world™s largest Microsoft Access add-on
company. Its products include a line of financial software: Business! for Microsoft Office, a
mid-range accounting system; POSitively Business! point-of-sale software; the Inventory
Bar code manager for mobile data collection; Check Writer; and General Ledger. Database
Creations also produces a line of developer tools including the appBuilder, an application
generator for Microsoft Access; the EZ Access Developer Tools for building great user
interfaces; appWatcher for maintaining code bases among several developers, and Surgical
Strike, the only Patch Manager for Microsoft Access.
Local and national clients for Database Consulting, LLC, consist of many Fortune 100
companies, including Microsoft, United Technologies, ABB, Smith & Wesson Firearms,
Pratt and Whitney Aircraft, ProHealth, OfficeMax, and Continental Airlines.
Cary is one of the best-selling authors in the computer database management market, having
written more than 40 books that have sold over one million copies. His software topics
include Microsoft Access, Borland (Ashton-Tate) dBASE, Paradox, R:Base, Framework,
and graphics. Cary™s books include various editions of the Access Bible, Access 97 Secrets,
Access Crash Course, dBASE for Windows Handbook, dBASE IV Programming (winner of
the Computer Press Association™s Book of the Year award for Best Software-Specific Book),
and Everyman™s Database Primer Featuring dBASE IV.
Cary is certified in Access as a Microsoft Certified Professional and has passed the MOUS
test in Access and Word. He is a frequent speaker at seminars and conferences around the
country. He is on the exclusive Microsoft Access Insider Advisory Board and makes
frequent trips to Microsoft headquarters in Redmond, Washington.
Cary holds an M.A. in computer science from Rensselaer Polytechnic Institute, and an
M.B.A and Bachelor of Accounting from the University of Connecticut. He is also a
Certified Data Processor. As author of Access 2003 Bible, Carey provided chapters 8, 15,
and 22 to the eBook.
Bill Rodgers is a computing consultant from Newcastle, Australia, with a passion for
V8Supercars and Rugby league and Rugby Union football. Bill specializes in Office and
Windows systems, collaboration, and advanced technologies. Bill has been a contributing
author and technical editor on many Office books for leading international companies and has
been awarded the Microsoft MVP (Most Valuable Professional) award for the past four years
for his support of and expertise with Microsoft products. Bill, contributing author of Office
2003 Bible, wrote chapter 17 of this book.
Curt Simmons, A+, MCSA, MCSE, CTT is a technical trainer and freelance writer. The
author of more than thirty books on various Microsoft and Internet technologies, Curt most
often writes about Microsoft Office products and operating systems. He also teaches several
digital photography courses. Curt™s most recent books include Windows XP Networking
Inside Out, The A+ Technician™s On-the-Job Guide to Networking, iPhoto For Dummies, and
How To Do Everything with Photoshop Album. Curt lives in Saint Jo, Texas with his wife and
children. Visit Curt on the Internet at www.curtsimmons.com. Curt, author of FrontPage
2003 Bible, is responsible for chapters 7, 14, and 23 of this book.
Rob Tidrow is a writer, Web site designer, trainer, and president of Tidrow Communications,
Inc., a firm specializing in content creation and delivery. Rob has authored or co-authored
over 30 books on a wide variety of computer topics, including Microsoft Windows, Microsoft
Office, and Microsoft Internet Information Server. He is the Technology Coordinator for
Union School Corporation, Modoc, IN and lives in Milton, IN with his wife Tammy and their
two sons, Adam and Wesley. You can reach him on the Internet at
rtidrow@infocom.com. Author of the Outlook 2003 Bible, Rob is the author of chapter
10 of this book. Contributing author of the Outlook 2003 Bible, Jim Boyce wrote chapters 3
and 19 of this book.
John Walkenbach is the author of approximately three dozen spreadsheet books. Visit his
Web site at http://.j-walk.com. John, as author of Excel 2003 Bible, wrote chapters 4,
12, and 20 of this book.
Faithe Wempen, M.A., is an A+ Certified hardware guru, Microsoft Office Specialist Master
Instructor, and software consultant with over 70 computer books to her credit. When she is
not writing, she teaches Microsoft Office classes in the Computer Technology department at
Indiana University/Purdue University at Indianapolis (IUPUI), does private computer training
and support consulting, and is the business manager of Sycamore Knoll Bed and Breakfast in
Noblesville, Indiana (www.sycamoreknoll.com). Faithe is a contributing editor at
CertCities.com, and a frequent contributor to CertCities.com, TechProGuild.com, and several
magazines. She teaches online classes for the Hewlett-Packard Learning Center, and serves
on the advisory board for the Computer Technician program at Training, Inc. in Indianapolis.
As author of PowerPoint 2003 Bible, Faithe wrote chapters 5, 13, and 21 of this book.
Edward Willett is the author of more than 20 books, ranging from computer books on a
variety of topics to children™s nonfiction to young adult science fiction and fantasy. A former
newspaper reporter and editor, he writes a science column for newspapers and radio and hosts
a weekly TV phone-in show about computers and the Internet. He™s also a professional actor
and singer. Ed lives in Regina, Saskatchewan, with his wife and daughter. Ed, as lead author
of Office 2003 Bible, wrote chapters 9 and 16 of this book.
Credits
Vice President & Executive Group Development Editor
Publisher Ami Frank Sullivan
Richard Swadley
Special Help
Vice President and Executive Publisher Brian Herrmann
Bob Ipsen
Senior Permissions Editor
Vice President and Publisher Carmen Krikorian
Joseph B. Wikert
Composition Services
Executive Editorial Director Lowell K. Heusel, Abshier House
Mary Bednarek
Proofreading
Editorial Manager TECHBOOKS Production Services
Mary Beth Wakefield
Contents at a Glance
—————————————————————————————————————————————————————

Part I: Getting Functional with Microsoft Office 2003 ....................... 1
Chapter 1: Introduction to the Microsoft Office 2003 Super Bible eBook .............................. 3
Chapter 2: Paragraph Formatting in Word ................................................................................ 7
Chapter 3: Configuring Outlook 2003 .................................................................................... 53
Chapter 4: Essential Excel Worksheet Operations ................................................................. 81
Chapter 5: Developing Your PowerPoint Action Plan ......................................................... 101
Chapter 6: Introducing Publisher .......................................................................................... 119
Chapter 7: Building FrontPage Web Sites ............................................................................ 137
Chapter 8: Understanding and Creating Access Reports ...................................................... 167

Part II: Collaborating and Integrating
with Microsoft Office 2003 ...................................................... 225
Chapter 9: Building Integrated Documents .......................................................................... 227
Chapter 10: Integrating Outlook with Other Applications ................................................... 241
Chapter 11: Comments and Reviewing Functions in Word ................................................. 257
Chapter 12: Sharing Excel Data with Other Applications .................................................... 279
Chapter 13: Team Collaboration on a Draft PowerPoint Presentation ................................. 295
Chapter 14: Integrating FrontPage with Office Applications ............................................... 317
Chapter 15: Exchanging Access Data with Office Applications .......................................... 353
Chapter 16: Collaborating on a Network .............................................................................. 373
Chapter 17: Windows SharePoint Services with Office System .......................................... 393

Part III: Beyond Mastery: Initiative within Office ........................... 429
Chapter 18: Getting Organized with Outlines and Master Documents ................................ 431
Chapter 19: Processing Outlook Messages Automatically ................................................... 451
Chapter 20: Analyzing Data with Pivot Tables in Excel ...................................................... 469
Chapter 21: Designing User-Interactive PowerPoint Presentations ..................................... 491
Chapter 22: Adding Security to Access Applications .......................................................... 515
Chapter 23: Adding FrontPage Web Components ................................................................ 559
Chapter 24: Advanced Publisher Techniques ....................................................................... 589
Contents
—————————————————————————————————————————————————————



Part I: Getting Functional with Microsoft Office 2003 .............. 1

Chapter 1: Introduction to the Microsoft Office 2003 Super Bible eBook ... 3
Who Should Read This Book ..................................................................................................... 3
How This Book Is Organized ..................................................................................................... 4
Part I: Getting Functional with Office 2003 ........................................................................ 4
Part II: Collaborating and Integrating with Office 2003 ..................................................... 4
Part III: Beyond Mastery: Initiative within Office .............................................................. 4
Of Special Note for the eBook .................................................................................................... 4
Using the companion Web site ............................................................................................ 5
Conventions Used in This Book ................................................................................................. 5
Chapter 2: Paragraph Formatting in Word ................................................... 7
Applying Paragraph Formatting ................................................................................................. 7
Checking paragraph formats ................................................................................................ 8
Duplicating paragraph formats ............................................................................................ 9
Removing paragraph formats ............................................................................................ 10
Using line breaks ............................................................................................................... 11
Aligning Paragraphs ................................................................................................................. 12
Click and Type: Inserting Paragraphs ....................................................................................... 13
Adjusting Line and Paragraph Spacing .................................................................................... 14
Adjusting paragraph spacing ............................................................................................. 14
Adjusting line spacing ....................................................................................................... 15
Setting Tabs ............................................................................................................................... 17
Setting tabs using the ruler ................................................................................................ 19
Changing or clearing a tab stop using the ruler ................................................................. 20
Setting tabs using the Tabs dialog box .............................................................................. 20
Changing and clearing tabs using the Tabs dialog box ..................................................... 21
Changing the default tab stops .......................................................................................... 22
Setting Indents .......................................................................................................................... 22
Setting indents using the Formatting toolbar .................................................................... 23
Setting indents using the ruler ........................................................................................... 24
Setting indents using keyboard shortcuts .......................................................................... 25
Setting indents using the Paragraph dialog box ................................................................ 25
Bordering and Shading Paragraphs and Pages ......................................................................... 27
Adding borders using the Borders toolbar ........................................................................ 28
Adding borders using the Borders and Shading dialog box .............................................. 29
Spacing between text and border ....................................................................................... 31
x Contents


Placing borders around individual lines ............................................................................ 31
Fitting a border within margins ......................................................................................... 32
Removing or changing borders ......................................................................................... 32
Adding shading .................................................................................................................. 33
Fill versus pattern ....................................................................................................... 33
Applying shading ....................................................................................................... 34
Adding horizontal lines ..................................................................................................... 35
Creating Bulleted or Numbered Lists ....................................................................................... 36
Creating bulleted lists ........................................................................................................ 36
Customizing a bulleted list ................................................................................................ 38
Picking another bullet image ...................................................................................... 38
Modifying a bullet™s font ..................................................................................... 39
Selecting a special character ............................................................................... 39
Selecting a bullet picture ..................................................................................... 39
Changing list positions ............................................................................................... 40
Creating numbered lists ..................................................................................................... 40
Customizing numbered lists .............................................................................................. 41
Restarting and continuing numbering ............................................................................... 42
Adding unbulleted or unnumbered paragraphs to a list .................................................... 43
Ending bulleted or numbered lists ..................................................................................... 43
Creating outline numbered lists ......................................................................................... 44
Customizing outline numbered lists .................................................................................. 44
Creating list styles .............................................................................................................. 46
Paragraphs and Pagination ........................................................................................................ 47
Hyphenation .............................................................................................................................. 49
Using automatic hyphenation ............................................................................................ 49
Using manual hyphenation ................................................................................................ 50
Using nonbreaking and optional hyphens ......................................................................... 51
Summary ................................................................................................................................... 51
Chapter 3: Configuring Outlook 2003 ......................................................... 53
Configuring E-mail Accounts ................................................................................................... 53
Using the E-mail Accounts Wizard ................................................................................... 54
Configuring Exchange Server accounts ............................................................................ 55
Setting general properties ........................................................................................... 57
Setting advanced options ............................................................................................ 57
Setting the offline store location ................................................................................ 59
Configuring security settings ..................................................................................... 60
Configuring connection settings ................................................................................. 61
Configuring Remote Mail settings ............................................................................. 62
Configuring POP3 and IMAP accounts ............................................................................ 62
General settings .......................................................................................................... 64
Outgoing server settings ............................................................................................. 65
Connection settings .................................................................................................... 65
Advanced settings ....................................................................................................... 65
POP3 delivery ..................................................................................................... 66
IMAP folders ....................................................................................................... 67
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Contents


Understanding where Outlook stores your POP3 and IMAP messages .................... 67
Configuring HTTP accounts .............................................................................................. 67
Adding Data Files ..................................................................................................................... 68
Creating and Managing Outlook Profiles ................................................................................. 71
Creating an Outlook profile ............................................................................................... 71
Copying a profile ............................................................................................................... 73
Switching between profiles ............................................................................................... 73
Configuring Message Delivery Options ................................................................................... 73
Setting Your E-mail Options ..................................................................................................... 74
Setting the e-mail preferences ........................................................................................... 74
Setting the mail format options ......................................................................................... 78
Summary ................................................................................................................................... 79
Chapter 4: Essential Excel Worksheet Operations .................................... 81
Learning the Fundamentals of Excel Worksheets .................................................................... 81
Working with Excel™s windows ......................................................................................... 81
Moving and resizing windows ................................................................................... 83
Switching among windows ........................................................................................ 83
Closing windows ........................................................................................................ 84
Making a worksheet the active sheet ................................................................................. 84
Adding a new worksheet to your workbook ..................................................................... 85
Deleting a worksheet you no longer need ......................................................................... 86
Changing the name of a worksheet ................................................................................... 86
Changing a sheet tab™s color .............................................................................................. 87
Rearranging your worksheets ............................................................................................ 87
Hiding and unhiding a worksheet ...................................................................................... 89
Controlling the Worksheet View .............................................................................................. 90
Viewing a worksheet in multiple windows ....................................................................... 90
Comparing sheets side by side .......................................................................................... 91
Splitting the worksheet window into panes ....................................................................... 92
Keeping the titles in view by freezing panes ..................................................................... 93
Zooming in or out for a better view .................................................................................. 94
Saving your view settings .................................................................................................. 95
Monitoring cells with a Watch Window ............................................................................ 96
Working with Rows and Columns ............................................................................................ 96
Inserting rows and columns ............................................................................................... 96
Deleting rows and columns ............................................................................................... 97
Hiding rows and columns .................................................................................................. 98
Changing column widths and row heights ........................................................................ 98
Changing column widths ............................................................................................ 99
Changing row heights ................................................................................................. 99
Summary ................................................................................................................................. 100
xii Contents


Chapter 5: Developing Your PowerPoint Action Plan .............................. 101
Step 1: Identifying Your Audience and Purpose .................................................................... 101
Step 2: Choosing Your Presentation Method ......................................................................... 104
Speaker-led presentations ................................................................................................ 105
Self-running presentations ............................................................................................... 106
User-interactive presentations ......................................................................................... 107
Step 3: Choosing Your Delivery Method ............................................................................... 108
Step 4: Choosing the Appropriate Template and Design ....................................................... 109
Step 5: Developing the Content .............................................................................................. 110
Step 6: Creating the Visual Image .......................................................................................... 110
Step 7: Adding Multimedia Effects ........................................................................................ 111
Step 8: Creating the Handouts and Notes ............................................................................... 112
Step 9: Rehearsing the Presentation ....................................................................................... 113
Rehearsing a live presentation ......................................................................................... 113
Rehearsing a self-running presentation ........................................................................... 113
Rehearsing a user-interactive presentation ...................................................................... 114
Step 10: Giving the Presentation ............................................................................................ 115
Step 11: Assessing Your Success and Refining Your Work ................................................... 115
Summary ................................................................................................................................. 116
Chapter 6: Introducing Publisher .............................................................. 119
The Publisher Workspace ....................................................................................................... 119
Using Publication Designs ...................................................................................................... 121
Working with Text .................................................................................................................. 123
Typing in text ................................................................................................................... 123
Inserting a text file ........................................................................................................... 124
Autoflow and linked frames ............................................................................................ 125
Formatting text ................................................................................................................. 126
Formatting toolbar buttons ....................................................................................... 126
Format menu options ................................................................................................ 127
The Measurements toolbar .............................................................................................. 129
Working with Graphics ........................................................................................................... 130
Inserting a picture file ...................................................................................................... 130
Inserting a Clip Organizer image ..................................................................................... 130
Inserting a scanner or camera image ............................................................................... 131
Formatting pictures .......................................................................................................... 131
Drawing lines and shapes ................................................................................................ 134
Working with Tables ............................................................................................................... 134
Inserting a table ................................................................................................................ 134
Entering data into a table ................................................................................................. 135
Editing a table .................................................................................................................. 135
Summary ................................................................................................................................. 136
Chapter 7: Building FrontPage Web Sites ................................................ 137
Web Design Strategies ............................................................................................................ 137
Why start with site design? .............................................................................................. 137
xiii
Contents


Defining navigational links ............................................................................................. 138
Defining Link Bars in Shared Borders ................................................................................... 141
Customizing links ............................................................................................................ 143
Adding links to page content .................................................................................... 143
Adding links to a shared border ............................................................................... 144
Adding link bars to page content .............................................................................. 144
Changing navigation labels ...................................................................................... 144
Importing an Existing Web Site .............................................................................................. 145
Importing files into a Web ............................................................................................... 145
Importing a Web site into a FrontPage Web .................................................................... 146
Using Web Templates and Wizards ........................................................................................ 148
One Page Web .................................................................................................................. 148
Using the Corporate Presence Web Wizard .................................................................... 148
Customer Support Web .................................................................................................... 149
Using the Database Interface Web Wizard ...................................................................... 150
Discussion Web Wizard ................................................................................................... 150
Empty Web ...................................................................................................................... 151
Import Web Wizard .......................................................................................................... 151
Personal Web ................................................................................................................... 151
Project Web ...................................................................................................................... 151
SharePoint Team Web ...................................................................................................... 152
Generating a Web site using the Corporate Presence Web Wizard .......................... 152
Creating Basic Web Page Content .......................................................................................... 153
Editing Web page text ...................................................................................................... 154
Inserting breaks ................................................................................................................ 154
Adding horizontal lines ................................................................................................... 155
Placing comments ............................................................................................................ 155
Inserting symbols ............................................................................................................. 156
Using Page Templates ............................................................................................................. 157
Other Views ............................................................................................................................ 158
Folders view ..................................................................................................................... 159
Reports view .................................................................................................................... 160
Hyperlinks view ............................................................................................................... 161
Tasks view ........................................................................................................................ 162
Global Site Editing .................................................................................................................. 163
Spell checking your entire site ........................................................................................ 163
Replacing text throughout a site ...................................................................................... 164
Editing Web page content ................................................................................................ 164
Summary ................................................................................................................................. 165
Chapter 8: Understanding and Creating Access Reports ....................... 167
Understanding Reports ........................................................................................................... 167
What types of reports can you create? ............................................................................. 168
Tabular reports .......................................................................................................... 168
Columnar reports ...................................................................................................... 169
Mailing labels ........................................................................................................... 170
xiv Contents


The difference between reports and forms ...................................................................... 171
The process of creating a report ...................................................................................... 172
Defining the report layout ........................................................................................ 172
Assembling the data ................................................................................................. 173
Creating a Report with Report Wizards .................................................................................. 173
Creating a new report ...................................................................................................... 173
Choosing the data source ................................................................................................. 174
Choosing the fields .......................................................................................................... 174
Selecting the grouping levels ........................................................................................... 175
Defining the group data ................................................................................................... 176
Selecting the sort order .................................................................................................... 177
Selecting summary options .............................................................................................. 177
Selecting the layout ......................................................................................................... 178
Choosing the style ........................................................................................................... 179
Opening the report design ............................................................................................... 180
Using the Print Preview window ..................................................................................... 180
Viewing the Report Design window ............................................................................... 182
Printing a Report ..................................................................................................................... 182
Saving the Report .................................................................................................................... 183
Starting with a Blank Form ..................................................................................................... 183
The Design Window toolbar ............................................................................................ 184
Banded Report Writer Concepts ............................................................................................. 185
How sections process data ............................................................................................... 186
The Report Writer sections .............................................................................................. 188
Report header section ............................................................................................... 189
Page header section .................................................................................................. 189
Group header ............................................................................................................ 190
Detail section ............................................................................................................ 190
Group footer ............................................................................................................. 190
Page footer ................................................................................................................ 190
Report footer ............................................................................................................. 191
Creating a New Report ........................................................................................................... 191
Creating a new report and binding it to a query .............................................................. 193
Defining the report page size and layout ......................................................................... 194
Placing fields on the report .............................................................................................. 195
Displaying the field list ............................................................................................ 196
Selecting the fields for your report ........................................................................... 197
Dragging fields onto your report .............................................................................. 197
Resizing a section ............................................................................................................ 198
Working with unattached label controls and text ............................................................ 198
Creating unattached labels ........................................................................................ 199
Modifying the appearance of text in a control ......................................................... 199
Working with text boxes and their attached label controls ............................................. 200
Creating and using text box controls ........................................................................ 200
Entering an expression in a text control ................................................................... 201
Sizing a text box control or label control ................................................................. 202
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Contents


Changing the size of a label control ......................................................................... 202
Deleting and Cutting attached labels from text controls .......................................... 204
Pasting labels into a report section ........................................................................... 204
Moving label and text controls ................................................................................. 205
Modifying the appearance of multiple controls ....................................................... 206
Changing label and text box control properties .............................................................. 207
Growing and shrinking text box controls ........................................................................ 208
Sorting and grouping data ............................................................................................... 209
Creating a group header or footer ............................................................................ 211
Changing the group order ......................................................................................... 213
Removing a group header or footer ......................................................................... 213
Hiding a section ........................................................................................................ 213
Sizing a section ......................................................................................................... 214
Moving controls between sections ........................................................................... 214
Adding page breaks ......................................................................................................... 215
Making the Report Presentation Quality ................................................................................ 216
Adjusting the Page Header .............................................................................................. 218
Creating an expression in the Group Header .................................................................. 219
Changing the picture properties and the Detail section .................................................. 220
Creating a standard page footer ....................................................................................... 221
Saving your report ........................................................................................................... 222

Part II: Collaborating and Integrating
with Microsoft Office 2003 ................................................. 225

Chapter 9: Building Integrated Documents ............................................. 227
Inserting Objects from Other Applications ............................................................................ 228
Copy and paste ................................................................................................................. 228
Using Paste Special in Word .................................................................................... 228
Choosing a paste method .......................................................................................... 229
Using the Insert Object command ................................................................................... 229
Working with Embedded Objects ........................................................................................... 230
Working with Linked Objects ................................................................................................. 232
Moving and resizing linked objects ................................................................................. 233
Editing and updating links ............................................................................................... 233
Using the Locked and Save picture options .................................................................... 234
Other Methods of Sharing Data .............................................................................................. 234
Sending a Word document to PowerPoint ....................................................................... 234
Analyzing Access data in Excel ...................................................................................... 236
Publishing Access reports with Word .............................................................................. 236
Merging Access data in Word .......................................................................................... 236
Sending a PowerPoint presentation to Word ................................................................... 237
Sharing Data with XML ......................................................................................................... 238
Summary ................................................................................................................................. 238
xvi Contents


Chapter 10: Integrating Outlook with Other Applications ...................... 241
Integrating Outlook with Office ............................................................................................. 241
Creating a Mail Merge ............................................................................................................ 244
Getting names from contacts ........................................................................................... 244
Sending an E-mail from an Application ................................................................................. 249
Importing and Exporting Data ................................................................................................ 252
Importing information into Outlook ................................................................................ 253
Exporting information from Outlook .............................................................................. 254
Saving Outlook messages ................................................................................................ 254
Summary ................................................................................................................................. 255
Chapter 11: Comments and Reviewing Functions in Word ..................... 257
Placing Comments in Documents ........................................................................................... 258
Working with comments .................................................................................................. 259
Inserting voice comments ................................................................................................ 260
Changing and manipulating comments ........................................................................... 262
Reviewing comments ............................................................................................... 263
Printing comments .................................................................................................... 265
Highlighting text .............................................................................................................. 265
Using Reviewing Tools ........................................................................................................... 266
Adding revision marks ..................................................................................................... 266
Viewing changes .............................................................................................................. 267
Reviewing, accepting, and rejecting changes .................................................................. 268
Customizing revision marks ............................................................................................ 269
Comparing and merging documents ................................................................................ 270
Comparing documents .............................................................................................. 271
Merging comments and revisions from multiple reviewers ..................................... 272
Comparing side by side ................................................................................................... 273
Reading Layout View ............................................................................................................. 273
Moving around in Reading Layout view ......................................................................... 275
Changing text size ........................................................................................................... 276
Editing in Reading Layout view ...................................................................................... 276
Summary ................................................................................................................................. 277
Chapter 12: Sharing Excel Data with Other Applications ....................... 279
Understanding Data Sharing ................................................................................................... 279
Pasting and Linking Data ........................................................................................................ 280
Using the Clipboards ....................................................................................................... 280
Linking data ..................................................................................................................... 282
Copying Excel data to Word ............................................................................................ 283
Pasting without a link ............................................................................................... 284
Pasting with a link .................................................................................................... 284
Embedding Objects in Documents ......................................................................................... 284
Embedding an Excel range in a Word document ............................................................ 285
Creating a new Excel object in Word .............................................................................. 287
Embedding objects in an Excel worksheet ...................................................................... 288
xvii
Contents


Working with XML Data ........................................................................................................ 289
What is XML? ................................................................................................................. 289
Importing XML data by using a map .............................................................................. 290
Importing XML data to a list ........................................................................................... 292
Exporting XML data from Excel ..................................................................................... 293
Chapter 13: Team Collaboration on a Draft PowerPoint Presentation ... 295
Sharing Your Presentation File on a LAN .............................................................................. 295
Sharing the presentation locally ...................................................................................... 296
Sharing in Windows 2000 or XP .............................................................................. 296
Posting a presentation to an Exchange folder ................................................................. 298
Mailing a presentation via e-mail ........................................................................................... 299
Sharing a Presentation in a Document Workspace ................................................................. 300
Working with Comments ........................................................................................................ 303
Adding a comment ........................................................................................................... 303
Moving, editing, and deleting comments ........................................................................ 304
Reviewing comments ...................................................................................................... 304
Incorporating Changes from Reviewers ................................................................................. 305
Merging review revisions ................................................................................................ 305
Accepting or rejecting revisions ...................................................................................... 306
Using the Reviewing toolbar for revisions ...................................................................... 306
Finishing a review of revisions ........................................................................................ 307
Live Collaboration with NetMeeting ...................................................................................... 307
Live Collaboration with Windows Messenger ....................................................................... 308
Running Windows Messenger ......................................................................................... 308
Inviting someone to share PowerPoint ............................................................................ 309
Giving another participant control ................................................................................... 312
Taking control as a participant ......................................................................................... 314
Chatting with other participants ...................................................................................... 314
Using the Whiteboard ...................................................................................................... 315
Ending an application sharing session ............................................................................. 316
Summary ................................................................................................................................. 316
Chapter 14: Integrating FrontPage with Office Applications ................. 317
From Office to FrontPage ....................................................................................................... 318
Moving from Word to FrontPage .................................................................................... 318
Attaching text files to a Web site .............................................................................. 319
How Word creates HTML files ................................................................................ 320
Copying and pasting text into Web pages ................................................................ 320
Creating Web sites from Publisher files .......................................................................... 321
Sending Excel objects to FrontPage ................................................................................ 322
Copying tables into FrontPage ................................................................................. 322
Exporting Excel sheets as HTML pages .................................................................. 323
Sending charts to FrontPage ..................................................................................... 324
Saving Excel workbooks as folders ......................................................................... 324
From PowerPoint to FrontPage ....................................................................................... 326
xviii Contents


Converting slides to Web pages ............................................................................... 326
Integrating a slideshow into FrontPage .................................................................... 327
Importing files into Webs ................................................................................................ 328
Importing Word and Excel files into a Web site ...................................................... 328
Adding Office Web Components to Web Pages ..................................................................... 330
Adding Office spreadsheets ............................................................................................. 330
Defining ActiveX control properties for a spreadsheet ........................................... 332
Defining spreadsheet properties ............................................................................... 334
Adding Office charts ........................................................................................................ 335
Changing chart properties ........................................................................................ 336
Controlling charts using the chart menu .................................................................. 337
Presenting a database table in a Web spreadsheet ........................................................... 339
Creating Office PivotTables ............................................................................................ 341
Connecting a PivotTable to an Excel data source .................................................... 342
Adding fields to a PivotTable ................................................................................... 345
Formatting and calculating PivotTable data ............................................................. 347
Implementing an Office spreadsheet Web component ............................................. 348
From FrontPage to Office 2003 .............................................................................................. 349
Sending data to Word mail-merge files ........................................................................... 350
Sending data to Excel ...................................................................................................... 351
Sending reports to Excel .................................................................................................. 351
Summary ................................................................................................................................. 352
Chapter 15: Exchanging Access Data with Office Applications ............. 353
Using Automation to Integrate with Office ............................................................................ 354
Creating Automation references ...................................................................................... 354
Early binding an object ............................................................................................. 354
Late binding an object .............................................................................................. 356
Creating an instance of an Automation object ................................................................ 358
Using the New keyword to create a new instance ................................................... 358
Using the CreateObject function to create a new instance ....................................... 358
Getting an existing object instance .................................................................................. 359
Working with Automation objects ................................................................................... 360
Closing an instance of an Automation object .................................................................. 361
An Automation Example Using Word .................................................................................... 361
Creating an instance of a Word object ............................................................................. 365
Making the instance of Word visible ............................................................................... 366
Creating a new document based on an existing template ............................................... 366
Using Bookmarks to insert data ...................................................................................... 367
Activating the instance of Word ...................................................................................... 367
Moving the cursor in Word .............................................................................................. 367
Closing the instance of the Word object .......................................................................... 367
Inserting pictures by using Bookmarks ........................................................................... 368
Using Office™s Macro Recorder ....................................................................................... 368
xix
Contents


Chapter 16: Collaborating on a Network .................................................. 373
Resource Sharing and Security ............................................................................................... 373
Setting file-sharing options when saving ........................................................................ 373
Protecting documents ...................................................................................................... 375
Protecting documents in Word ................................................................................. 375
Protecting documents in Excel ................................................................................. 377
Protecting files in Access and PowerPoint ............................................................... 378
Using Information Rights Management tools ................................................................. 379
Sharing Excel Workbooks ...................................................................................................... 381
Creating a shared workbook ............................................................................................ 381
Reviewing changes .......................................................................................................... 383
Collaborating in PowerPoint ................................................................................................... 384
Sharing Access Databases ...................................................................................................... 386
Using passwords .............................................................................................................. 386
Creating user and group accounts .................................................................................... 387
Securing the database ...................................................................................................... 388
Assigning permissions ..................................................................................................... 388
Encryption ........................................................................................................................ 389
Distributing Office Documents ............................................................................................... 389
Sharing documents via e-mail ......................................................................................... 390
Sending a document (without routing it) ................................................................. 390
Routing a document .................................................................................................. 390
Sending documents that aren™t already open ............................................................ 392
Posting documents to Exchange folders .................................................................. 392
Sending documents to online meeting participants .................................................. 392
Summary ................................................................................................................................. 392
Chapter 17: Windows SharePoint Services with Office System ............. 393
Working with SharePoint Sites and SharePoint Lists ............................................................. 394
Accessing SharePoint Services sites ............................................................................... 394
Windows SharePoint Services site permissions .............................................................. 397
Exploring the Windows SharePoint Services site ........................................................... 398
Adding items to existing lists .......................................................................................... 399
Creating new Windows SharePoint Services lists and libraries ...................................... 401
Working with Datasheet views and linking lists to Excel and Access ............................ 401
Collaborative Document Authoring ....................................................................................... 407
Exploring Document Libraries and Shared Workspaces ................................................. 408
Creating Shared Workspaces ........................................................................................... 412
Working with Shared Workspaces inside Office 2003 applications ............................... 413
SharePoint as a Central Contacts and Calendar Server .......................................................... 421
Making SharePoint contacts available to Outlook .......................................................... 423
Conducting an Online Meeting with the Meeting Workspace ............................................... 424
Summary ................................................................................................................................. 426
xx Contents



Part III: Beyond Mastery: Initiative within Office ................. 429

Chapter 18: Getting Organized with Outlines and Master Documents .. 431
Using Outlines ........................................................................................................................ 431
Understanding Outline View ........................................................................................... 432
Creating outlines .............................................................................................................. 433
Rearranging your outline ................................................................................................. 436
Selecting in Outline view ......................................................................................... 436
Promoting and demoting outline levels .................................................................... 437
Moving outline headings .......................................................................................... 438
Using keyboard shortcuts .................................................................................. 438
Viewing both Outline and Normal view at once ............................................... 439
Printing an outline ........................................................................................................... 440
Copying an outline ........................................................................................................... 441
Understanding Master Documents ......................................................................................... 441
The Master Document view ............................................................................................ 442
Building a master document ............................................................................................ 444
Starting from scratch ................................................................................................ 444
Converting an existing document ............................................................................. 446
Inserting existing documents into a master document ............................................. 446
Working with master documents ..................................................................................... 446
Working with subdocuments ........................................................................................... 447
Opening a subdocument ........................................................................................... 447
Renaming or moving a subdocument ....................................................................... 448
Removing subdocuments ......................................................................................... 448
Rearranging the order of subdocuments .................................................................. 449
Splitting subdocuments ............................................................................................ 449
Merging subdocuments ............................................................................................ 449
Sharing subdocuments .............................................................................................. 449
Summary ................................................................................................................................. 450
Chapter 19: Processing Outlook Messages Automatically ..................... 451
Securing Against HTML Content ........................................................................................... 451
Blocking external HTML content ................................................................................... 452
Configuring security zones .............................................................................................. 453
Using Rules ............................................................................................................................. 454
Using the Rules Wizard ................................................................................................... 454
Creating a rule .......................................................................................................... 454
Controlling rule processing order ............................................................................. 459
Running rules manually ............................................................................................ 460
Modifying and copying rules ................................................................................... 461
Responding automatically to messages ........................................................................... 461
Importing, exporting, and backing up rules .................................................................... 462
Back up rules to a file ............................................................................................... 463
Import rules from a file ............................................................................................ 463
xxi
Contents


Filtering junk and adult content mail .............................................................................. 464
Using the Out of Office Assistant ........................................................................................... 465
Summary ................................................................................................................................. 467
Chapter 20: Analyzing Data with Pivot Tables in Excel .......................... 469
About Pivot Tables .................................................................................................................. 469
A pivot table example ...................................................................................................... 470
Data appropriate for a pivot table .................................................................................... 472
Creating a Pivot Table ............................................................................................................. 474
Step1: Specifying the data location ................................................................................. 474
Step 2: Specifying the data .............................................................................................. 476
Step 3: Completing the pivot table .................................................................................. 476
Using a dialog box to lay out a pivot table .............................................................. 477
Using the PivotTable Field List toolbar to lay out a pivot table .............................. 478
The finished product ................................................................................................. 479
Grouping Pivot Table Items .................................................................................................... 481
Creating a Calculated Field or Calculated Item ..................................................................... 484
Creating a calculated field in a pivot table ...................................................................... 485
Inserting a calculated item into a pivot table ................................................................... 487
Summary ................................................................................................................................. 490
Chapter 21: Designing User-Interactive PowerPoint Presentations ....... 491
What Is a Hyperlink? .............................................................................................................. 491
Navigational Control Choices ................................................................................................. 492
Choosing Appropriate Controls for Your Audience ............................................................... 493
Understanding Kiosk Mode .................................................................................................... 494
Using Action Buttons ............................................................................................................. 494
Setting up action buttons ................................................................................................. 496
Adding text to an action button ....................................................................................... 499
Creating your own action buttons ................................................................................... 500
Adding Text-Based Hyperlinks to Slides ............................................................................... 500
Typing a bare hyperlink ................................................................................................... 501
Creating text hyperlinks ................................................................................................... 502
Choosing the hyperlink address ....................................................................................... 503
Creating a link to a slide in this presentation ........................................................... 504
Creating a link to an existing file ............................................................................. 505
Creating a link to a Web or FTP site ........................................................................ 506
Creating a link to a new document ........................................................................... 508
Creating a link to an e-mail address ......................................................................... 509
Editing a Hyperlink ................................................................................................................. 511
Removing a Hyperlink ............................................................................................................ 511
Creating Graphics-Based Hyperlinks ..................................................................................... 511
Creating a hyperlink with Action Settings ...................................................................... 511
Creating a hyperlink with the Insert Hyperlink feature .................................................. 512
Distributing a User-Interactive Presentation .......................................................................... 512
Interactive Presentation Ideas ................................................................................................. 512
Summary ................................................................................................................................. 513
xxii Contents


Chapter 22: Adding Security to Access Applications ............................. 515
Understanding Jet Security ..................................................................................................... 515
Understanding workgroup files ....................................................................................... 516
Understanding permissions .............................................................................................. 516
Understanding security limitations .................................................................................. 517
Choosing a Security Level to Implement ............................................................................... 518
Creating a Database Password ................................................................................................ 518
Using the /runtime Option ...................................................................................................... 521
Using a Database™s Startup Options ....................................................................................... 523
Using the Jet User-Level Security Model ............................................................................... 525
Enabling security ............................................................................................................. 526
Working with workgroups ............................................................................................... 526
Creating a new workgroup ....................................................................................... 527
Joining an existing workgroup ................................................................................. 529
Working with users .......................................................................................................... 530
Adding and deleting user accounts ........................................................................... 530
Creating and changing user passwords .................................................................... 532
Working with groups ....................................................................................................... 534
Adding and deleting groups ..................................................................................... 535
Assigning and removing group members ................................................................ 536
Securing objects by using permissions ............................................................................ 538
Setting an object™s owner ......................................................................................... 538
Setting object permissions ........................................................................................ 540
Setting default object permissions .................................................................... 542
Setting database permissions ............................................................................. 542
Securing your database for distribution: A basic approach .............................. 542
Using the Access Security Wizard .......................................................................................... 544
Encrypting a Database ............................................................................................................ 551
Decrypting a Database ............................................................................................................ 553
Protecting Visual Basic Code ................................................................................................. 553
Preventing Virus Infections .................................................................................................... 554
Enabling sandbox mode ................................................................................................... 555
Chapter 23: Adding FrontPage Web Components .................................... 559
Adding FrontPage Web Components ..................................................................................... 559
Defining and using components ...................................................................................... 559
Web components are programs ........................................................................................ 560
Many Web components require FrontPage server extensions ........................................ 561
Many components don™t require FrontPage extensions .................................................. 562
Some components require SharePoint servers ................................................................ 563
The SharePoint server files (called SharePoint Team Services) .............................. 563
Inserting Components ............................................................................................................. 564
Using Components that Aren™t “Components” ...................................................................... 565
Using Date and Time ....................................................................................................... 565
Adding comments ............................................................................................................ 567
Exploring Web Components ................................................................................................... 568
xxiii
Contents


Dynamic effects ............................................................................................................... 568
Interactive buttons .................................................................................................... 569
Scrolling marquees ................................................................................................... 570
Web search ....................................................................................................................... 571
Search form properties ............................................................................................. 572
Displaying search results .......................................................................................... 573
Spreadsheets and charts ................................................................................................... 574
Hit counters ...................................................................................................................... 574
Photo Gallery ................................................................................................................... 577
Included content ............................................................................................................... 577
Creating Substitutions .............................................................................................. 577
Including pages ......................................................................................................... 578
Embedding a page based on schedule or a picture based on schedule .................... 579
Including a page banner ........................................................................................... 580
Link bars .......................................................................................................................... 580
Inserting a table of contents ............................................................................................. 580
Assigning categories ................................................................................................. 581
Table of contents options .......................................................................................... 582
Using the Table of Contents template ...................................................................... 582
Top 10 lists ....................................................................................................................... 583
List view and document library components .................................................................. 585
Commercial and additional components ......................................................................... 585
Creating a page with Web components .................................................................... 585
Advanced Controls .......................................................................................................... 586
Summary ................................................................................................................................. 587
Chapter 24: Advanced Publisher Techniques .......................................... 589
Adding Special Effects ........................................................................................................... 589
BorderArt ......................................................................................................................... 589
Drop caps ......................................................................................................................... 591
WordArt ........................................................................................................................... 594
Using Linked and Embedded Objects .................................................................................... 596
Embedding a new object .................................................................................................. 597
Embedding an existing object ......................................................................................... 599
Mail and Catalog Merging in Publisher ................................................................................. 600
Using an existing list or Outlook contacts ...................................................................... 601
Creating a new list ........................................................................................................... 602
Create the publication ...................................................................................................... 603
Preview your publication ................................................................................................. 604
Merging ............................................................................................................................ 604
Merging a Catalog ........................................................................................................... 605
Designing Web Sites with Publisher ....................................................................................... 606
Creating a hotspot ............................................................................................................ 608
Inserting hyperlinks ......................................................................................................... 609
Adding a form control ..................................................................................................... 610
Inserting an HTML code fragment .................................................................................. 611
xxiv Contents


Previewing your Web page .............................................................................................. 611
Using the Design Gallery ........................................................................................................ 611
Saving and Printing ................................................................................................................. 613
Using the Design Checker ............................................................................................... 613
Printing ............................................................................................................................. 613
Preparing for Outside Printing ......................................................................................... 614
Summary ................................................................................................................................. 614
P A R T




I
Getting
Functional . . . .



with Microsoft In This Part

Chapter 1

Office 2003
Introduction to the
Microsoft Super Bible
eBook

Chapter 2
Paragraph Formatting
in Word



T
Chapter 3
his part is comprised of chapters that cover the first useful
Configuring Outlook
“getting started” functions in each of the Office 2003 suite
2003
of applications, including Publisher. You will also find an
introduction to the Super Bible eBook itself, offering insight as to
Chapter 4
where the chapters originally came from and the concept behind
Essential Excel
generating this bonus free eBook as extra value for you.
Spreadsheet
Operations

Chapter 5
Your PowerPoint
Action Plan

Chapter 6
Introducing Microsoft
Publisher

Chapter 7
Building FrontPage
Web Sites

Chapter 8
Understanding and
Creating Access
Reports

. . . .
1
CHAPTER



Introduction to
the Microsoft
Office 2003 . . . .


Super Bible In This Chapter


eBook Who Should Read
this Book

How this Book is
Organized

Of Special Note for
the eBook

W elcome to the Microsoft Office 2003 Super Bible. As part of
Conventions Used in
the Wiley Bible series, this book emphasizes “handiness”
this Book
by giving you bonus material in an easy-to-use format. In this
book, you find all the information that you need to successfully and
. . . .
efficiently function within Office 2003 suite of applications both
with other coworkers and other applications. To make it as easy as
possible to find, understand, and implement information, throughout
the text the major tasks are clearly delineated. This guide is de-
signed to facilitate your access to various functions within Office
2003 System and get you quickly on your way to getting the most
out of this truly exciting and powerful new product.


Who Should Read This Book
This Super Bible eBook is intended for anybody who has used
Microsoft Office products in the past, and wants to increase their
knowledge of Office 2003. Wiley carefully selected some of the
most useful chapters from each of their Office 2003 Bibles to
enable you to get the most out of all of Office 2003 products. The
material was chosen based on it™s ability to bring you up to speed
on some of the features that make Office 2003 a superior office
system, most notably the way the applications integrate well
together and allow you to collaborate with your coworkers or
project partners, whatever your project may be.
Part I ¦ Getting Functional with Office 2003
4


How This Book Is Organized
This book is organized to accomplish two things: First, to introduce you to the key “must-
know” features of each of the Office applications, and then to make it as easy as possible
for you to integrate the application you most often use with other Office applications, while
collaborating with your coworkers. Finally, you will find material intended to make you
comfortable with some of the advanced or most useful features in each of the Office 2003
applications.

Part I: Getting Functional with Office 2003
Part I is comprised of chapters that cover the first useful “getting started” functions in each
of the Office 2003 suite of applications, including Publisher.

Part II: Collaborating and Integrating with Office 2003
Part II is comprised of chapters that enable users of one particular Office 2003 application
to more effectively collaborate and integrate their efforts with coworkers and/or other
applications.

Part III: Beyond Mastery: Initiative within Office
Part III is comprised of chapters that are the special “extras” that many people know about,
but might not be quite as familiar with as some of the other day-to-day functions. Once
you™ve read a sampling of the meat and potatoes functions in each application, and then
how to more efficiently work with your coworkers and other applications, these chapters
should enable you to take the initiative and go that next step.


Of Special Note for the eBook
Many of these chapters were culled from their original publications and adapted slightly for
the purposes of the eBook. The idea was not only to give you valuable, free content, but
also to whet your appetite for some of the other applications that Microsoft Office 2003
System offers. If you find that you have interest in learning more about any of the topics
you read about in this eBook, please visit www.wiley.com/compbooks/
officebibles2003. This Web site allows you to preview our other products with
detailed TOCs as well as other valuable information.

Every attempt was made to keep this material as consistent as possible with what you
will see in the final product. Please be aware that depending on the OS system you are
Note
currently using and the system that the screenshots were taken on, as well as the per-
sonal settings of each, some of the images may not match exactly.
Chapter 1 ¦ Introduction 5


Using the companion Web site
Be sure to visit the companion Web site at: www.wiley.com/compbooks/
officebibles2003/. Here™s what you™ll find on the Web site:
. Links to all the software found on the CDs of Wiley™s Office 2003 Bibles.
. Complete, detailed tables of contents for all the Wiley Office 2003 Bibles: Access
2003 Bible, Excel 2003 Bible, FrontPage 2003 Bible, Office 2003 Bible, Outlook
2003 Bible, PowerPoint 2003 Bible, and Word 2003 Bible
. Links to other Wiley Microsoft Office titles


Conventions Used in This Book
To make this book as easy as possible, icons in the margins alert you to special or
important information. Look for the following icons:

Caution Marks a warning about a particular procedure to which you should pay
particular attention.


Note Marks a special point or supplementary information about a feature or task.



Tip
Marks a tip that saves you time and helps you work more efficiently.

To further assist you in reading and learning the material in this book, the following
formatting conventions are used throughout:
. Text you are asked to type appears in bold.
. New words and phrases that may require definition and explanation appear in italics.
Text that carries emphasis and single characters that may be easy to lose in the text
also appear in italics.
. Menu commands are indicated in chronological order by using the command arrow:
File_Open.
. Keyboard shortcut keys look like this: Alt+Tab.
. When instructed to click an item, press the left mouse button unless otherwise
specified. When you should use the right mouse button instead, you are asked to
right-click. Of course, this will be different for left-handed users.
. . .
2
CHAPTER



Paragraph
Formatting
in Word . . . .

In This Chapter

Aligning paragraphs


P
Adjusting line and
aragraphs ” the basic building blocks of any document ”
paragraph spacing
have a special meaning in Microsoft Word. Paragraphs can
include any amount of text and graphics, or any other item,
Setting tabs and indents
followed by a paragraph mark or break. Paragraph marks store the
formatting applied to each paragraph. In this chapter, you learn the
Enhancing paragraphs
fundamentals of paragraph formatting in Word.
using lines, borders,
Each time you press the Enter key, Word begins a new paragraph. and shading
Click the Show/Hide button on the Standard toolbar or press
Ctrl+Shift+* to display the paragraph marks. Press the Enter key
Creating bulleted,
several times, and you™ll see Word insert strange little backward P
numbered, and outline
icons, with the semicircle at the top of the P filled in. These are the
numbered lists
paragraph marks, and they store the information about the paragraph.
Hyphenating your
The paragraph ends at the paragraph mark. Thus formatting for a documents
paragraph is held in the paragraph mark at the end of the text; delete
Note
that mark and the formatting for the preceding text is removed and . . . .
replaced with the formatting held in the next paragraph mark.


Applying Paragraph Formatting
This chapter looks at how to apply paragraph formatting directly.
In order to apply formatting to a paragraph, place the cursor
inside the paragraph you want to modify. Make sure you have
not selected any text within the paragraph, though, but that the
cursor is merely sitting in the paragraph. (In some cases if
you™ve selected a few characters or words and you apply some
kind of format, you™ll be modifying just the selected text, not the
entire paragraph.) You can also select an entire paragraph, or
multiple paragraphs, and then apply formatting.
Part I ¦ Getting Functional with Office 2003
8

When you press Enter to start a new paragraph, that new paragraph will, in general, contain
exactly the same formatting as the previous paragraph. There are some cases when this
won™t happen, though. Some styles may be set up such that when you press Enter a new
style, with different formatting, is used for the next paragraph. For instance, a heading style
may be set up to automatically begin working with a body-text style when you press Enter.
You can apply paragraph formatting using buttons on the Formatting toolbar (see Figure
2-1), settings in the Paragraph dialog box (see Figure 2-2), or shortcut keys. By changing
the formatting of a paragraph, you can change the alignment and spacing of the lines
within that paragraph.



Figure 2-1: The Formatting toolbar.




Figure 2-2: The Paragraph dialog box.


Checking paragraph formats
The formats applied to the current paragraph appear in the settings on the Formatting
toolbar, the horizontal ruler, and in the Paragraph dialog box. If you select several
paragraphs with different formats, the dialog box settings may appear blank or dimmed.
Word cannot indicate different formats at the same time. On the ruler, dimmed indent and
tab markers show the settings for the first paragraph in the selection.
With Word, you can display information about any paragraph formats that are applied to a
given paragraph. To check the formatting of a paragraph, choose Format_Reveal
Formatting, or press Shift+F1 and the Reveal Formatting task pane opens (see Figure 2-3).
You can now click in a paragraph to see what formatting has been applied to the paragraph.
Chapter 2 ¦ Paragraph Formatting in Word 9




Figure 2-3: Paragraph formatting information


Duplicating paragraph formats
The easiest way to duplicate paragraph formatting is to carry that formatting forward by
pressing Enter. The current paragraph ends and a new one begins with the same formatting as
the preceding one. If the formatting that you want to copy is in another part of your document
or even a different document, use the Format Painter, with which you can duplicate all of the
formatting in the selected text. To use the Format Painter, select the text with the formatting
that you want to copy. Make sure that you select the entire paragraph, including the paragraph
mark at the end. Click the Format Painter button (see Figure 2-4) on the Standard toolbar, and
select the block of text to which you want to apply the formatting. Again, if you want to make
sure that you transfer all the paragraph formatting, be sure to select the entire paragraph,
including the end paragraph mark. Or, you can select several paragraphs at the same time.



Figure 2-4: The Format Painter button.

If you want to copy formats and apply them to multiple non-contiguous paragraphs, select
the paragraph with the formatting that you want to copy, double-click the Format Painter
button, and then select, one at a time, the paragraphs that you want to change. Click the
Format Painter button or press Esc to end the formatting.
Part I ¦ Getting Functional with Office 2003
10

You can also apply a formatting change to different paragraphs. Apply it once; then click
the next paragraph and select Edit_Repeat, press Ctrl+Y, or press F4. Remember that these
commands duplicate only the last action. So if you want to apply multiple formats at the
same time, such as both bold and strikethrough, use the Format Font dialog box rather than
keyboard shortcuts before using Edit_Repeat.
Because formats are stored in the paragraph mark, you can copy and paste the paragraph
mark itself to create new paragraphs with the same formatting. Use the Show/Hide button
to display the paragraph marks, select the paragraph mark of the paragraph that you want to
change, copy that mark, and then paste the copied paragraph mark immediately after the
last character of the paragraph to which you wish to apply formatting.

Removing paragraph formats
You can use a shortcut to remove any paragraph™s formats that have been applied,
converting the format back to that which is used by the paragraph™s style. We™d better
clarify that: Every paragraph in your document has a style applied to it. For instance, most
text will probably use the Normal style. The style defines how much space appears before
and after the paragraph, how much space between lines, and so on. But you can apply
formatting directly to the paragraph. For instance, say you used the Paragraph dialog box to
specify that a block of text is double-spaced, here™s a blank line after every line. That
paragraph format has been, in effect, laid over the Normal style™s settings.
You can press Ctrl+Q to remove any direct paragraph formatting and leave only the
paragraph™s style formatting. Thus, in our example, if you place the cursor in the text and
press Ctrl+Q, the double-spacing is removed and the paragraph returns to the Normal style.

This doesn™t change any direct character formatting applied to the paragraph™s text, how-
Tip
ever. So remember Ctrl+Q; it™s a very useful way to return a paragraph to its styles
formatting, without removing character formats such as bold and italics.

You can also press Ctrl+Shift+N to apply the default Normal style formatting to the
paragraph. (Again, the character formatting is not removed.) Almost the same as Ctrl+Q,
but of course, Ctrl+Q doesn™t change the style.
Some paragraph formatting commands and buttons act as toggle switches; using them, you
can turn the formatting on or off. For example, with the insertion point in a paragraph, you
can convert that paragraph to a bulleted item by clicking the Bullets button on the
Formatting toolbar. With the insertion point in that same paragraph, clicking the Bullets
button again removes the bullet formatting of the paragraph.

If you cut and paste text from another Word document or another application and have
Tip
difficulty reformatting that paragraph, cut the text (Ctrl+X), select Edit_Paste Special,
and choose Unformatted Text. All of the formatting is removed.
Chapter 2 ¦ Paragraph Formatting in Word 11


Using line breaks
We explained that when you press Enter, you start a new paragraph. But it™s possible to
create individual blocks of text, separated by a blank line if you wish, within a paragraph.
Instead of pressing Enter to go to the next line, press Shift+Enter, and Word inserts a line
break instead of a paragraph break. Instead of the backward P, you™ll see a little arrow with
a right-angle bend in it (see Figure 2-5).




Figure 2-5: You can see both paragraph breaks and line breaks in this image.

A line break is also known as a soft return. Using soft returns, you can break lines but keep
them in the same paragraph. Line breaks can save you a lot of time when formatting. Line
breaks are especially helpful for creating headings that you want to appear on more than
one line and also for creating lists aligned with tabs. After you finish entering the line
breaks, press Enter in the usual way to end that paragraph and begin the next.
Part I ¦ Getting Functional with Office 2003
12


Aligning Paragraphs
Word provides four ways to align paragraphs within your document™s margin: left-aligned,
right-aligned, center-aligned, and justified. By default, Word aligns text flush with the left
margin (left-aligned), leaving a ragged right edge. Figure 2-6 shows the four different
paragraph alignments. With Word, you can align paragraphs using the Paragraph dialog
box, the align buttons on the Formatting toolbar, or shortcut keys.




Figure 2-6: Four paragraph alignment options in Word.

To align paragraphs, follow these steps:
1. Position the insertion point in a paragraph, or select the paragraphs that you want to
align.
2. Do one of the following:
• Click the alignment button on the Formatting toolbar for the justification that you
want (see Table 2-1).
• Press one of the shortcut keys in Table 2-1.
• Choose Format_Paragraph, or choose Paragraph from the shortcut menu
(Shift+F10), to display the Paragraph dialog box. Choose the alignment option
from the Alignment list in the Indents and Spacing tab, and then click OK.
Chapter 2 ¦ Paragraph Formatting in Word 13

Before centering or aligning a paragraph relative to the left and right margins, make sure
that the paragraph is not indented. Paragraphs are aligned to the margins if no indenta-
Note
tions are set for them; if paragraphs are indented, they align to the indentation. Working
with indents is explained later in this chapter.

Table 2-1
Paragraph Alignment Buttons and Shortcut Keys
Alignment Shortcut
Type Button Keys Description

Align Left Ctrl+L Text aligns with the left margin, and the
right margin is ragged. This is the default
setting.

Center Ctrl+E Text is centered between margins.

Align Right Ctrl+R Text aligns with the right margin, and the
left margin is ragged.

Justify Ctrl+J Text aligns with both the left and right
margins by adding extra spaces between
words.


Click and Type: Inserting Paragraphs
Word has a little-known feature called click and type that you turn on under the Edit tab of
the Options dialog box. When enabled, this feature lets you click, in Print Layout view, an
area of a page without an existing paragraph to begin a new one.
Suppose you just opened a new document. The page has a single paragraph on the first line.
Choose View_Print Layout, and move the mouse pointer around the page. Notice that it
changes as you move around the page. Depending on where you point, the insertion I-beam
has an additional icon next to it ” an icon that corresponds with one of the alignment
buttons on the Formatting toolbar: Align Left, Center, or Align Right.
Click the Show/Hide button on the Standard toolbar so that you can see the first paragraph
mark at the top of the page. Now move the mouse pointer down the page and point at the
bottom-right corner of the page, but stay inside the margins set for the document. You
should see an I-beam with an Align Right icon next to it. Double-click, and you™ve just
inserted a right-aligned paragraph near the bottom of the page, along with a number of
Normal paragraphs between the first line on the page and your newly inserted paragraph.

You can even tell Word what paragraph style you want to use when you use the Click
Note
and Type feature. Just choose a style from the Default Paragraph Style drop-down in the
Click and Type area of the Option dialog box™s Edit tab.
Part I ¦ Getting Functional with Office 2003
14


Adjusting Line and Paragraph Spacing
You can adjust the spacing between lines in a paragraph as well as the spacing between
paragraphs themselves. By adjusting the spacing between paragraphs, you can control the
white space around paragraphs that contain oversized graphics or fonts. Using paragraph
spacing, you can manage the layout of your documents more precisely than you can just by
pressing Enter to create paragraph breaks for spacing.
Spacing between lines in a document is called leading (pronounced ledding). With Word,
you can control the leading to improve the readability of the text in paragraphs. For
example, if your text appears in long lines, you may need more spacing so that the reader™s
eye doesn™t lose its place when moving from the right margin back to the left.
Alternatively, if you™re using a font style with small letters, your text may require less
spacing between the lines than that between lines containing larger fonts. Line and
paragraph spacing makes it easy to use white space to make your documents easier to read
quickly. Very dense blocks of text are harder to read than text separated by white space
between paragraphs.

Adjusting spacing in the way we™ve just discussed is an example of a case in which doing it
Tip right can save you a lot of time when making changes to a document. If you use paragraph
spacing to adjust the space that appears between paragraphs, you can modify that spacing
very easily later if you decide you want to adjust the document. If you used paragraph and
line breaks to adjust the space between text and paragraphs, you have a lot of work to do if
you want to change things. Also, paragraph formatting lets you adjust spacing in increments
of 1 point, something you can™t do easily by inserting paragraph and line breaks.


Adjusting paragraph spacing
Instead of pressing Enter to add blank lines before or after a paragraph, use the
Format_Paragraph command. Using the Paragraph dialog box, you can adjust the
paragraph spacing precisely as well as keep any spacing changes for a paragraph if you
copy, move, or delete that paragraph.
To adjust paragraph spacing, follow these steps:
1. Position the insertion point in a paragraph, or select the paragraphs that you want
to adjust.
2. Choose Format_Paragraph, or choose Paragraph from the shortcut menu. Click the
Indents and Spacing tab in the Paragraph dialog box.
3. Do one of the following:
• To change the space before the selected paragraph, click the up or down arrow in
the Spacing Before box to increase or decrease the spacing amount in half-line
increments. Alternatively, you can type a value in the box. The Preview section of
the Paragraph dialog box shows the effect of your selected spacing.
Chapter 2 ¦ Paragraph Formatting in Word 15

• To change the space after the selected paragraph, click the up or down arrow in
the Spacing After box or type a value in the box.
You can use measurements other than points to specify spacing. To add a quarter-inch
of spacing, type .25 in the Before or After box. To add spacing of two centimeters, type
Tip
2 cm. To add spacing of one pica, type 1 pi. The Preview section of the Paragraph
dialog box shows the effect of your selected spacing.

4. Click OK.
If a paragraph has spacing before it and falls at the top of a page, Word ignores that
spacing so that the top margins of your document pages always remain even. If the
Note
paragraph is the first paragraph in a document or a formatted section, however, Word
always observes this spacing. Word also observes the spacing before a paragraph that
follows a hard page break.


Adjusting line spacing
The line-spacing feature in Word begins with automatic spacing, and with this feature, you
can increase spacing, reduce spacing, permit extra spacing for a large character or
superscript on the line, or even control the spacing exactly. Spacing is measured in terms of
lines. Normal text has single spacing of one line, but you can choose from several line
options or even specify line spacing based on points. Table 2-2 describes the line-spacing
options in Word. You can apply line spacing using the Paragraph dialog box or shortcut
keys, but the Paragraph dialog box offers the most options.

Table 2-2
Line Spacing Options
Option Spacing
Single Single-line spacing. (Line height automatically adjusts to accommodate the
size of the font and any graphics or formulas in a line.)

1.5 Lines Line-and-one-half spacing (an extra half-line of space between lines).

Double Double-spacing (an extra full line of space between lines).

At Least At least the spacing that you specify in the At box ” the line won™t be shorter
than what you specify, but it may be taller because Word will add extra
spacing for tall characters, big graphics, and superscript or subscript text.

Exactly The exact spacing that you specify in the At box. All lines are exactly the same
height, regardless of the size of the characters in the line; Word doesn™t add
extra spacing. Note that some text may be cut off if enough space is not
available.

Multiple Multiples of single-line spacing, such as triple (3) or quadruple (4), as specified
in the At box.
Part I ¦ Getting Functional with Office 2003
16

To adjust spacing between lines, follow these steps:
1. Position the insertion point in a paragraph, or select the paragraphs that you want to
adjust.
2. Do one of the following:
• Choose Format_Paragraph, or choose Paragraph from the shortcut menu. The
Paragraph dialog box appears. Click the Indents and Spacing tab, and in the Line
Spacing list box, choose one of the options listed in Table 2-2. To specify your
own line spacing, type the spacing amount that you want in the At box. For
example, enter 1.25 for an extra quarter line of space between lines, or click the
up or down arrow to increase or decrease the amount in half-line increments.
When you finish, click OK.
• Press one of the shortcut key combinations in Table 2-3.

Table 2-3
Shortcut Keys for Line Spacing Options
Shortcut Action
Ctrl+l Single-spacing

Ctrl+5 1.2-line spacing

Ctrl+2 Double-spacing

Ctrl+0 (zero) Add or remove 12 points of space before a paragraph



Notice the Don™t Add Space Between Paragraphs of the Same Style check box below the
Spacing controls in the Paragraph dialog box. This is not usually enabled; it™s enabled
Note
when you open the dialog box from the Modify Style dialog box. Check this box and Word
adds extra space below the last paragraph of a series of paragraphs of the same style. So,
for instance, if you have a style you use for bulleted lists, you can press Enter at the end of
each bulleted item, creating a new paragraph for each. But it™s not until you press Enter
and start a new style that Word inserts extra space.


Do you ever have to create documents that are double-spaced (a blank line between
every line of text)? Students often do, for instance. Do not create this double spacing by
Tip
pressing Enter or Shift+Enter at the end of each line. (We™ve seen this many times, so
we know a lot of you are doing this!) If you do, you™ll find it a nightmare to readjust
everything when you insert or remove text during editing. Use Paragraph formatting and
save yourself hours of work.
Chapter 2 ¦ Paragraph Formatting in Word 17


Setting Tabs
A tab stop is the position at which the text-insertion point stops when you press the Tab
key. Pressing the Tab key moves the insertion point to the right, shifting the position at
which you will insert text. If there™s any text to the right of the insertion point when you
press Tab, that text is shifted, too.
Word documents are set up with default tab stops every 1/2-inch across the document, but
you can set your own tab stops, too, wherever you want them. In fact, there are several
different types of tab stop that you can use (left, centered, right, decimal, or bar) and a
variety of other options, too. When you set a custom tab, all the default tabs to the left of
the custom tab are cleared ” that is, when you press Tab, Word will ignore the default tabs
and go to the first custom tab.
There™s an advantage to using tabs rather than spacing. After the tabs are in your document,
you can move or change the tab stops and then the selected text moves or realigns with

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